Claim File Services Representative

Lexitas; Rocklin (CA); On-site; USD 22,000 - 31,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

401(k) match

Paid time off

Paid holidays

Maternity leave

Baby bonding leave

Military leave

Job summary

Lexitas is hiring a proactive Claim File Services Representative to support our clients’ litigation and claim management needs. The role handles sensitive documents, including medical records and subpoenas, delivering accurate, timely service in a fast-paced environment at our Rocklin office.

Based in Rocklin, CA, this full-time, on-site position offers benefits including medical, dental, and vision coverage, a 401(k) with company match, PTO and holidays, and company-paid leave for maternity,

Qualifications

• High school diploma or equivalent required.
• Minimum 1 year of administrative experience in an office setting preferred.
• Experience in multi-location environments is a plus.
• Commitment to company policies, excellence in operations, and teamwork across departments.

Responsibilities

• Provide daily support to Workers’ Compensation Claim Examiners for IMR, QME, and MSA requests.
• Process and annotate medical records in physical and digital formats.
• Access and manage claim files, legal documents, and insurance records via internal systems.
• Respond to subpoenas and client inquiries promptly, ensuring first contact resolution.
• Maintain and update client databases, inputting notes and confirming profile information.
• Deliver records through FTP, print, scan, and prepare digital files for online publishing.
• Copy and archive files from various media (CD, DVD, USB, etc.).
• Ensure all medical record handling aligns with HIPAA and confidentiality requirements.
• Escalate client concerns or satisfaction feedback to management when necessary.
• Perform additional duties as needed to support the department.

Skills

Attention to detail

Multitasking

Organizational skills

Communication skills

Problem-solving

Team player

MS Office

Adobe Acrobat

Database systems

Education

High school diploma or equivalent

Tools

MS Office

Adobe Acrobat

Database systems

Job description

CLAIM FILE SERVICE REPRESENTATIVE

At Lexitas, supporting legal record retrieval requires organized, dependable professionals who handle sensitive claim files accurately.

This is a full-time, on-site position based at our Rocklin office located at 2550 Warren Drive, Rocklin, CA.

Pay Range: $19/hr

BENEFITS

• Medical, dental, and vision coverage
• 401(k) with company match
• Paid time off and paid holidays
• Company paid maternity, baby bonding and military leave

ABOUT THE ROLE

Lexitas is seeking a proactive and detail-oriented Claim File Services Representative to support our clients’ litigation and claim management needs. In this role, you’ll ensure accurate and timely handling of sensitive documents, including medical records and subpoenas, while delivering top‑tier client service. If you’re a team player who thrives in a fast‑paced environment and has a passion for precision and professionalism, we want to hear from you.

Lexitas is a rapidly growing national provider of legal and corporate support services, including court reporting, medical record retrieval, process service, and legal talent. Built on a foundation of trust, professionalism, and innovation, Lexitas delivers customized solutions with unmatched personal service to clients across the U.S. and internationally.

KEY RESPONSIBILITIES

• Provide daily support to Workers’ Compensation Claim Examiners for IMR, QME, and MSA requests
• Process and annotate medical records in both physical and digital formats
• Access and manage claim files, legal documents, and insurance records via internal systems
• Respond to subpoenas and client inquiries promptly, ensuring first contact resolution
• Maintain and update client databases, inputting notes and confirming profile information
• Deliver records through FTP, print, scan, and prepare digital files for online publishing
• Copy and archive files from various media (CD, DVD, USB, etc.)
• Ensure all medical record handling aligns with HIPAA and confidentiality requirements
• Escalate client concerns or satisfaction feedback to management when necessary
• Perform additional duties as needed to support the department

WHAT YOU’LL BRING

• Proven ability to handle multiple priorities and meet tight deadlines with accuracy
• Strong organizational, verbal, and written communication skills
• Meticulous attention to detail and follow‑through
• Independent, self‑motivated work style with strong problem‑solving ability
• Collaborative and adaptable with a client‑first attitude
• Knowledge of subpoenas, depositions, and affidavits is a plus
• General tech proficiency including MS Office, Adobe Acrobat, and database systems
• Dependable attendance and punctuality

QUALIFICATIONS

• High school diploma or equivalent required
• Minimum 1 year of administrative experience in an office setting preferred
• Experience in multi‑functional, multi‑location environments is a plus
• Commitment to company policies, excellence in operations, and teamwork across departments

SUPERVISORY RESPONSIBILITIES

This role is not a supervisor position.

LANGUAGE SKILLS

Ability to effectively present information and respond to questions from internal and external customers whose first language is English.

CERTIFICATES, LICENSES, REGISTRATIONS

None

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle or feel objects, type and use mouse; reach with hands and arms; and talk and/or hear. The employee is required to sit for extended periods of time.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee regularly works in an office environment in a clerical environment. This role routinely uses standard office equipment such as computers, phones, photocopiers and filing cabinets.

TRAVEL REQUIREMENTS

Little to no travel expected for this position.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to the job at any time with or without notice.

AAP/EEO STATEMENT

Lexitas prohibits discrimination based on race, religion, gender, national origin, age, disability, veteran status, marital status, pregnancy, gender identity, sexual orientation or any other legally protected status.

EOE Employer/Vet/Disabled.